Implementing a Implementing a Student Appointment Student Appointment

SystemSystemMAEEMAEE

Charlie EndicottCharlie EndicottSalisbury UniversitySalisbury University

rcendicott@salisbury.edurcendicott@salisbury.eduhttp://http://

www.salisbury.edu/careerservices/Facstaff/Presentationswww.salisbury.edu/careerservices/Facstaff/Presentations//default.htmldefault.htmlGreat to be here and thank you!Great to be here and thank you!

Why Do You Want An Online Why Do You Want An Online Appointment System?Appointment System?

I will give you 5 I will give you 5 minutes to come minutes to come up with your David up with your David Letterman’s Top Letterman’s Top Ten Reasons to Ten Reasons to Buy An Online Buy An Online Appointment Appointment SystemSystem

Why Implement One? Our Top Why Implement One? Our Top 10!10!

My boss told me too!My boss told me too! It really got old trying to make an appointment It really got old trying to make an appointment

with a student when you had to email them back with a student when you had to email them back and forth 4-5 times!and forth 4-5 times!

To save staff members time.To save staff members time. We had the money available!We had the money available! The students wanted it!The students wanted it! To make it easy for the studentsTo make it easy for the students To be as advanced technologically as we could beTo be as advanced technologically as we could be To cut down on emailing and calling studentsTo cut down on emailing and calling students To be able to use our time on other projectsTo be able to use our time on other projects To take longer lunches with all that free time!To take longer lunches with all that free time!

Who Did We Choose and Why?Who Did We Choose and Why?

We elected to go with a company called:We elected to go with a company called:Career DimensionsCareer Dimensions Leonard (Lenny) Harris, PartnerLeonard (Lenny) Harris, Partnerlennyh@attglobal.netlennyh@attglobal.net(919) 876-1623(919) 876-1623

We have utilized them for 2 other projects We have utilized them for 2 other projects including:including:-Online Credential File System-Online Credential File System-First Destination Survey-First Destination Survey

First Destination TableFirst Destination Table The product is called The product is called OASIS (Online OASIS (Online

Appointment Scheduling Information Appointment Scheduling Information System):System):

These products worked well and the service was These products worked well and the service was outstanding.outstanding.

By the way he is not paying me anything for this By the way he is not paying me anything for this plug and I don’t know why not!plug and I don’t know why not!

Some Of The Schools That Are Using Career Some Of The Schools That Are Using Career Dimension Products Are:Dimension Products Are:

UNC Chapel HillUNC Chapel Hill UNC Kenan-FlaglerUNC Kenan-Flagler ClemsonWellsleyClemsonWellsley Florida StateFlorida State MeredithMeredith University of Wisconsin-Green BayUniversity of Wisconsin-Green Bay University of Wisconsin-MilwaukeeUniversity of Wisconsin-Milwaukee TuftsTufts University of VermontUniversity of Vermont North Carolina State (MBA school)North Carolina State (MBA school) University of MarylandUniversity of Maryland SalisburySalisbury Ft. Hays StateFt. Hays State Mt. OliveMt. Olive Eleads Consortium: (UNC Chapel Hill, Eleads Consortium: (UNC Chapel Hill,

South Carolina, Greensboro College, South Carolina, Greensboro College, NCSU, UNC Charlotte,NCSU, UNC Charlotte,

UNC Wilmington, UNC Asheville, UNC Wilmington, UNC Asheville, University of Georgia, Duke, UNC University of Georgia, Duke, UNC Greensboro, Clemson, Elon, WakeGreensboro, Clemson, Elon, Wake

Forest, Meredith)Forest, Meredith) And did we mention SALISBURY And did we mention SALISBURY

UNIVERSITY! UNIVERSITY! Yea Sammy!!Yea Sammy!!

How Did We Finance It and How Did We Finance It and How Much Was the System?How Much Was the System?

We begged from everyoneWe begged from everyone We utilized some of our monies from our We utilized some of our monies from our

Job FairsJob Fairs The cost of the system was $2900 but we The cost of the system was $2900 but we

made some customizations such as:made some customizations such as:

-Being able to view all counselors -Being able to view all counselors appointments at onceappointments at once

-Collecting monthly statistics on usage-Collecting monthly statistics on usage

The total cost was around $3300 for us.The total cost was around $3300 for us.

How Does This System Work How Does This System Work Technically? Technically?

Please don’t fall asleep due to this Please don’t fall asleep due to this technical stuff-I will go through it fast! technical stuff-I will go through it fast!

All user access is via browser. System All user access is via browser. System runs entirely on a web server and consists runs entirely on a web server and consists of the following major components:of the following major components:

a) HTML pagesa) HTML pages b)Javascript functionsb)Javascript functions 3)Embedded database scripting language 3)Embedded database scripting language

(similar to PHP or ASP)(similar to PHP or ASP) 4)Database (Access is generally used, but 4)Database (Access is generally used, but

other alternatives (e.g. MYSQL, are also other alternatives (e.g. MYSQL, are also available)available)

How Does It Work How Does It Work Functionally?Functionally?

From the Student Side:From the Student Side: To make an appointment they simply go to To make an appointment they simply go to

http://www.salisbury.edu/careerservices, http://www.salisbury.edu/careerservices, and click on “Make an Appointment”and click on “Make an Appointment”

Follow a few very simple instructionsFollow a few very simple instructions That is all there is to it for them and they That is all there is to it for them and they

love it.love it. I surveyed 26 students who initially used I surveyed 26 students who initially used

the system and they all said they preferred the system and they all said they preferred this system.this system.

22 out of the 26 made their appointments 22 out of the 26 made their appointments after 5 PM.after 5 PM.

From The Staff Side:From The Staff Side:

The staff piece allows each career The staff piece allows each career services staff member to easily manage services staff member to easily manage her/his students appointments. The her/his students appointments. The following functions are provided.following functions are provided.

View Appointments:View Appointments: This is the most basic This is the most basic function. Via simple menu selections, each function. Via simple menu selections, each counselor can easily review his student-counselor can easily review his student-entered appointments. All the information entered appointments. All the information which the student entered when the which the student entered when the appointment was scheduled is easily appointment was scheduled is easily viewable by the counselor. viewable by the counselor.

From The (happy) Staff From The (happy) Staff Side:Side:

Set/View Blackout Days:Set/View Blackout Days: The counselor can black- The counselor can black-out days -- days on which, for any reason, she/he out days -- days on which, for any reason, she/he does not accept student appointments. Blacked-out does not accept student appointments. Blacked-out days do not appear as possible appointment days days do not appear as possible appointment days when the student is selecting an appointment day.when the student is selecting an appointment day.

Set/View Blackout Times:Set/View Blackout Times: The counselor can black- The counselor can black-out times -- times during specific days which, for out times -- times during specific days which, for any reason, he does not accept student any reason, he does not accept student appointments. Blacked-out times do not appear as appointments. Blacked-out times do not appear as possible appointment times when the student is possible appointment times when the student is selecting an appointment time.selecting an appointment time.

General:General:The prototype is set up for 30 minute appointments.The prototype is set up for 30 minute appointments.

We will view the staff side later.We will view the staff side later.

How Did We Set It Up and How Did We Set It Up and Market It?Market It? We spent many anxious hours on the We spent many anxious hours on the

marketing plan.marketing plan. The Director and I put our creative heads The Director and I put our creative heads

together and came up with a wonderful together and came up with a wonderful marketing plan!marketing plan!

We sent out one email to all the students We sent out one email to all the students and explained the system!and explained the system!

That is all it took. The students That is all it took. The students immediately started using the system and immediately started using the system and phone calls decreased.phone calls decreased.

Setup consisted of one link to our Setup consisted of one link to our homepagehomepage

BenefitsBenefits The students love it-they can now make their The students love it-they can now make their

appointments anytime they want and can do it quickly.appointments anytime they want and can do it quickly. Staff likes it because they are in control of their Staff likes it because they are in control of their

schedule and it gives 3 levels of access:schedule and it gives 3 levels of access: 1.1. - This is the standard password providing the user - This is the standard password providing the user

all normal staff functions but disallowing modification all normal staff functions but disallowing modification of Dept Blackouts. We give this to our front desk of Dept Blackouts. We give this to our front desk student.student.

2.2. - This is the super password providing all normal - This is the super password providing all normal staff functions including the modification of Dept staff functions including the modification of Dept Blackouts.Blackouts.

3.3. - This is the admin password. It is used only to - This is the admin password. It is used only to allow modification of the counselor list.allow modification of the counselor list.

More BenefitsMore Benefits Now we simply direct the student to our Now we simply direct the student to our

website for an appointment.website for an appointment. Easy for our front desk worker to printout Easy for our front desk worker to printout

the days appointments.the days appointments. Counselors control their appointment times.Counselors control their appointment times. The Director can view all appointments and The Director can view all appointments and

schedule staff meetings.schedule staff meetings. No technological skills necessary other than No technological skills necessary other than

linking it to your website linking it to your website

StatisticsStatistics APRIL/MAY 2006APRIL/MAY 2006 --77 scheduled appointments77 scheduled appointments in April 2006 (prior in April 2006 (prior

to the system) and 28 walk-ins for a total of 105 to the system) and 28 walk-ins for a total of 105 appointments this month.appointments this month.--93 scheduled appointments93 scheduled appointments in May 2006 (after in May 2006 (after implementing the system) and 19 walk-in implementing the system) and 19 walk-in appointments for a total of 112 appointments.appointments for a total of 112 appointments.►►As you can see scheduled appointments were As you can see scheduled appointments were up and our walk ins were down. up and our walk ins were down. ►►This is for 2 Counselors for the most part. This is for 2 Counselors for the most part. Typically walk-ins consist of 40-50 more students Typically walk-ins consist of 40-50 more students per month. per month.

More Stats!More Stats! OCTOBER, 2006OCTOBER, 2006 (Heavy usage month) (Heavy usage month) 106 Scheduled Appointments106 Scheduled Appointments 26 Walk-In Appointments26 Walk-In Appointments OCTOBER, 2005OCTOBER, 2005 (Prior to the system) (Prior to the system) 81 Scheduled Appointments81 Scheduled Appointments 73 Walk In Appointments73 Walk In Appointments►►As you can see there are more scheduled As you can see there are more scheduled

appointments now than last year prior to the appointments now than last year prior to the system and less walk-ins. Overall appointments are system and less walk-ins. Overall appointments are down this year but this could be due to various down this year but this could be due to various workshops offered and classroom presentations. workshops offered and classroom presentations. The appointment opportunities were about the The appointment opportunities were about the same.same.

Disadvantages/FrustrationsDisadvantages/Frustrations The only disadvantage is the lack of integration The only disadvantage is the lack of integration

with our scheduling system-GroupWisewith our scheduling system-GroupWise We have to enter and block out “Student We have to enter and block out “Student

Appointments” from the Online Sign-up system. Appointments” from the Online Sign-up system. This is so there is no scheduling of meetings or This is so there is no scheduling of meetings or other appointments at that time.other appointments at that time.

For example I schedule every M, W, F for student For example I schedule every M, W, F for student appointments from 9-11:00 AM. I block this out appointments from 9-11:00 AM. I block this out on GroupWise so there is nothing else scheduled.on GroupWise so there is nothing else scheduled.

You must make sure ALL student appointments You must make sure ALL student appointments are made through the online system.are made through the online system.

The vendor could integrate but our IT Dept. would The vendor could integrate but our IT Dept. would not let that happen.not let that happen.

Thank You-You Have Been Thank You-You Have Been Great!Great!

Charlie Endicott, Associate Director Charlie Endicott, Associate Director of Career Services, Salisbury of Career Services, Salisbury University, 410-543-6075, University, 410-543-6075, rcendicott@salisbury.edurcendicott@salisbury.edu

Now we can go to the Online Now we can go to the Online appointment System and go through appointment System and go through it from both the student and staff it from both the student and staff views. Click here to go to those views. Click here to go to those links.links.